Executive Assistant (to the COO)

Thomasville Restoration, LLC; Baltimore (MD); On-site; USD 50,000 - 65,000; Full time

Job summary

Thomasville Restoration, LLC is seeking an Executive Assistant to support the Chief Operating Officer. You will act as a trusted partner to the COO, coordinating calendar, meetings, travel, and priorities while ensuring information flows smoothly across leadership and external partners.

This role blends executive support, relationship management, and project coordination to keep initiatives on track and protect confidentiality. A proactive communicator with strong organization will excel.

Qualifications

• 3+ years of executive support or similar role.
• College degree preferred.
• Excellent organizational and time-management skills.
• Strong interpersonal and communication skills.
• Proficient in Microsoft Office and able to learn new systems.

Responsibilities

• Provide direct administrative and operational support to the Chief Operating Officer.
• Manage and coordinate the COO’s calendar, appointments, meetings, priorities, transportation, and travel arrangements.
• Prepare for meetings by organizing materials, information, and follow-up items.
• Participate in key conversations and ensure action items, deliverables, and deadlines are followed through.
• Anticipate the needs of the COO and proactively identify opportunities to provide support.
• Handle confidential and sensitive information with a high level of discretion and professionalism.
• Serve as a trusted gatekeeper and liaison on behalf of the COO when appropriate.

Skills

Executive Support

Calendar Management

Travel Arrangements

Relationship Management

Project Coordination

Discretion

Communication

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Thomasville Restoration's vision is to be the #1 most trusted and respected restoration company. Pay: $50,000 - $65,000 per year

About Thomasville Restoration As we continue to grow, we are adding an Executive Assistant to support our Chief Operating Officer and help ensure that our leadership team, key relationships, and company initiatives remain organized, connected, and moving forward.

The Executive Assistant to the COO is a highly trusted partner to the Head of Executive Services and serves as a dedicated support resource to the Chief Operating Officer (COO). This role works closely with the COO while reporting directly to the Head of Executive Services and serves as a central point of coordination across leadership, employees, external partners, and key stakeholders. This role combines executive support, relationship management, project coordination, and organizational support. The ideal candidate is someone who can anticipate needs, keep commitments and initiatives on track, build strong relationships, and step in wherever needed to help the organization execute. The Executive Assistant is a connector, problem solver, and executor who helps turn priorities into action and ensures important details do not fall through the cracks.

What You’ll Do

• Executive Support & Coordination Provide direct administrative and operational support to the Chief Operating Officer.
• Manage and coordinate the COO’s calendar, appointments, meetings, priorities, transportation, and travel arrangements.
• Prepare for meetings by organizing materials, information, and follow-up items.
• Participate in key conversations and ensure action items, deliverables, and deadlines are followed through.
• Anticipate the needs of the COO and proactively identify opportunities to provide support.
• Handle confidential and sensitive information with a high level of discretion and professionalism.
• Serve as a trusted gatekeeper and liaison on behalf of the COO when appropriate.

Relationship & Stakeholder Management

• Build and maintain strong relationships with key internal and external stakeholders.
• Serve as a primary point of coordination with Third-Party Administrators (TPAs), business partners, vendors, and other key stakeholders.
• Coordinate communication, follow-up, and ongoing relationship needs with external partners.
• Ensure commitments and open items with TPAs and key stakeholders are tracked and addressed.
• Help strengthen relationships through consistent communication, responsiveness, and follow-through.
• Identify concerns, opportunities, or relationship issues that should be elevated to the COO.

Leadership & Company Initiatives

• Support the execution of company-wide initiatives and strategic priorities.
• Coordinate cross-departmental projects by establishing timelines, monitoring progress, and following up on deliverables.
• Help keep projects moving and hold teams accountable to agreed-upon deadlines.
• Monitor progress, identify obstacles, and help drive projects to completion.
• Research information, coordinate resources, and drive projects through completion.
• Follow through on commitments without requiring constant direction.
• Jump in wherever needed to solve problems and keep the organization moving.

Who You Are

• 3+ years of experience in executive support, administration, operations, project coordination, or a similar role.
• College degree preferred.
• Exceptional organizational and time-management skills.
• Strong interpersonal and relationship-building skills.
• Professional, polished, and confident communicator.
• Highly proficient in Microsoft Office and comfortable learning new technology and business systems.
• Strong project management and follow-through skills.
• Comfortable managing multiple priorities and competing deadlines.
• Proactive and highly self-motivated.
• You anticipate needs before being asked.
• Strong problem solver who can figure things out and find solutions.
• Comfortable working with executives, employees, vendors, TPAs, and other key stakeholders.
• Able to build trust and credibility with people at all levels of the organization.
• Extremely discreet and trustworthy when handling confidential information.
• Strong attention to detail without losing sight of the bigger picture.
• Comfortable holding others accountable to deadlines and commitments.
• Strong sense of ownership and pride in your work.
• Humble and hungry with a strong work ethic.

Your Impact

The Executive Assistant helps the COO operate more effectively by keeping priorities organized, relationships strong, and commitments moving forward. Your ability to anticipate needs, coordinate across departments, manage important relationships, and follow through on details allows leaders to focus on the bigger picture. You will help create structure in a growing organization, ensure important initiatives stay on track, and serve as a trusted connector between leadership, employees, and key external partners.

Thomasville Restoration's vision is to be the #1 most trusted and respected restoration company.